Microsoft Word has a few gems hidden right under our noses with some standard, but under appreciated, commands connected to standard keyboard shortcuts. No macros required this time (sorry).
I wouldn’t waste your time with barely used shortcuts, so here are some of my favorites with a bonus shortcut I use occasionally.
Thanks for your interest
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Move paragraphs up or down
Sometimes, we just want to move a paragraph up or down. The old way is to grab your mouse and start selecting stuff.
But even if you use your keyboard to select the paragraphs, it’s still a lot of clicky-clacking around for a task that basically requires the same steps almost every time. Those little bits of time add up, and it’s just nice to tap a key or two, and it’s done with no fuss.
Hopefully by now, you’ve got the idea that there’s a better way, and we don’t even have to do it ourselves with a macro this time.
Note technically this is an outline-related shortcut, but it works for regular body text paragraphs also which is how I use it most often.
Current paragraph
On Word for Mac, we move the current paragraph up above the previous paragraph in the document using the keyboard shortcut Control+Shift+Up. Conversely, move the paragraph down after the next using Control+Shift+Down arrow.
On Windows, the corresponding shortcuts are Alt+Shift+Up and Alt+Shift+Down arrows, respectively.
I use these regularly even and have even used it several times while writing this newsletter. It even works in lists.
This one’s definitely in my top ten keyboard shortcuts, and it’s been in Word the whole time.
Give this one a try even if you ignore the others below.
What about selections?
When used with a starting selection, the command automatically selects the entirety of any partially selected paragraphs and then moves them up or down one paragraph at a time in the document as a group.
This is handy at times.
Outline promote or demote headings
I use this all the time in my novel notes in Word.
For this part, we’ll use “heading level” and “outline level” almost synonymously. The only real difference is the former is a standard Word paragraph style.
Years ago when I wanted to add a subheading somewhere, I had to hunt for the current heading level in my notes document. Then I’d have to find the correct heading level style in the Quick Style menu and click it, checking the navigation pane to make sure everything looked right
Annoying.
Then I discovered the Outline Promote and Outline Demote keyboard shortcuts. (Actually, don’t tell anyone, but I wrote an almost complete pair of macros to do this before I discovered Word had already done it for me. In fact, theirs was a little better than mine handling multiple paragraphs more naturally.)
The key point here is you don’t have to know the current outline level to apply the appropriate heading style. Just use the shortcut and let Word figure that out!
Typical use
On a Mac, the default shortcut to promote the current paragraph within Word’s heading/outline structure is Control+Shift+Left arrow. Similarly, Control+Shift+Right arrow will demote the current paragraph to one level below the current heading in which the paragraph resides.
In Word for Windows, the respective shortcuts are Alt+Shift+Left arrow to promote and Alt+Shift+Right arrow to demote the current paragraph or heading.
I often don't remember the outline level, so it’s great to just tap the keyboard shortcut and let Word figure out what the correct outline level is for the current paragraph.
That’s enough to use them, but if you want a little more clarity on the details, read on.
Not indent related
By the way, this shortcut is different than the “Increase indent” or “Decrease indent” Ribbon buttons. That button basically indents the text more.
What about selections?
The command acts a little different depending on what text is selected.
First, if multiple paragraphs are selected with at least one Heading paragraph included, each command will apply the action to all selected paragraphs with a “Heading” style while ignoring any body text paragraphs.
This may sound counter-intuitive at first, but it allows you to select a large block of outline text and just act on the headings. Makes a lot of sense when you think about it.
Second, if all the paragraphs in the selection are body text, then the commands will work normally on each paragraph.
Use them
These keyboard shortcuts won’t do you any good unless you use them.
Pick the one or two you like the most and practice the next time you need it.
It might take a moment to resist your muscle memory and hit the shortcut instead, but you’ll probably wish you’d known about them years ago.
More on outline promote and demote shortcuts
Recall a Heading 1 is the highest heading level in the document (Title or Subtitle styles don’t count), and Heading 9 is the lowest heading level possible in Word.
A body text paragraph has an outline level value of 10 in Word, but it is basically considered to have “no outline level.”
When using the keyboard shortcuts, outline promotion in Word does the following depending on the current heading level:
- For Heading X, where X is the heading level number, paragraph style is promoted to Heading X-1 paragraph (one level up). For example, a Heading 3 is promoted to a Heading 2.
- Promotion does nothing to a paragraph with a Heading 1 style.
- Body Text paragraph is promoted to the same outline level under which the paragraph resides. For example, a body text paragraph under a Heading 3 is promoted to a Heading 3.
Outline demotion in Word does the following:
- Heading X paragraph style is promoted to Heading X+1 paragraph (one level down). For example, a Heading 3 is promoted to a Heading 4.
- Demotion does nothing to a paragraph with a Heading 9 style.
- Body Text paragraph paragraph is promoted to one outline level below the current heading in which the body text paragraph resides. For example, a body text paragraph under a Heading 3 is promoted to a Heading 4.
Apply heading styles 1, 2, or 3
What if you know what heading level you want to set for the current paragraph?
Fortunately, Word provides three shortcuts to that effect.
Specifically, Command+Option+1, 2, or 3 to assign the respective heading styles 1, 2, or 3 in Word for Mac.
On Windows, they are Control+Alt+1, 2, or 3, respectively.
I use these occasionally since it’s easier than hunting through my Quick Styles on the ribbon when I know precisely what heading level I want.
There are no stock keyboard shortcuts for Heading 4 style or below. Of course if you want that, you could always make your own using a macro. We’ll talk about how to change styles in general in a macro later.
That’s it for now. Go forth and edit faster!
